Here are some Conference procedures and templates. They are available as Word documents on the CASL website.
Conference planning time line procedure
Month
Task
Person Responsible
July
Estimated floor plan for vendor tables--big spenders with oversized booths should be up front –Assign Hot spots
August
Finalize conference program and bring to printer
Room assignment survey—zoho form
September
Create invitations and registration flyers to send to invited guests and presidents of CECA, CLA, various curriculum groups, president of MA, RI, NH, VT, ME, President of NEEMA
Confirm all travel, room needs with presenters
Hospitality should submit a master room list
Order registration materials (folder, pens, pencils, paper pads, name badges and gifts for non-paid presenters)
October
Meet with Hotel staff to confirm arrangements
Treasurer to sign credit card authorization form Call in Food counts 2 weeks prior to the event Add 30-40 for walk in
Order Vendor box lunches
Make sure the Fall conference is all set
Month
Task
Person Responsible
November
Enjoy the conference
Take photographs for post conference publicity in CASLgram and on web site
At the conference, ask vendors to schedule the next year conference
Have attendees complete online zoho form conference evaluation—a more abbreviated one for CEUs
November after conference
All expense reimbursements forwarded to treasurer Debriefing dinner and thank you to the committee,
Financial report as complete as it can be
Review past conference report and discuss recommendations
Verify location and date--Sunday pre-conference, Monday Conference Contact Brainstorm proposed big name speakers
Set future meeting dates for conference committee if meeting during Board meetings is not sufficient time
Announce date and theme in CASLgram , on the web site and in a bulk e-mail
Ask for volunteers to take responsibility for a task
Registrars
Hospitality—signs Pencils and pads will be included in registration packet, gifts for non-paid presenters
Interactive evaluation form—on Zoho
Book sales—
Authors—
Place information on the web site with date, theme, place
December
Conference report due in writing to the Board Send vendors thank you notes, holiday greetings and remind them of the conference date next year
Month
Task
Person Responsible
January
Continue brainstorming ideas
Call for presenters in in CASLgram , on the web site and in a bulk e-mail Ask K-12 Library Media Coordinators to ask their departments to submit proposals –Ask people to complete Zoho form Presenter Application
Notify CECA and NESLA and other New England state associations about the conference date—notify at midwinter
Create a master presenter list
February / March
Take a survey to see if members want a Preconference—zoho form
Continue to organize the program
Finalize presenters by March
Discuss registration fees: Early bird registration up to Sept 29 is Pre conference and conference for $200, Students and retirees receive a 20% discount. Nonmembers will pay more.
Membership will not be part of registration fee but people can include membership dues with registration
Decide on gifts for non-paid presenters
Find out what rooms are available and how many people each room will hold
Room survey--Zoho form: Here is a list of proposed presenters/topics--what session do you think you might attend? Then schedule most popular in the largest room
Letter to possible sponsors of administrative breakfast, ice-cream social, continental breakfast
Month
Task
Person Responsible
April
Vendor chair review vendor forms and packets, revise list of vendors: Update, delete, Send Letter to vendors Share letter to vendors with Jill Dailey so she can modify it for authors
Send vendor packet to be returned by April 30
Edit interactive registration form on Zoho and place on web site
Finalize presenters: Send letters inviting presenters and rejecting presenters
May
Notice of confirmed presenters in CASLGram
Start putting information on the website including FAQs
Create and post on web site Preliminary Conference brochure
June
Bring proposed conference schedule to the board and post it on the web site
Meet at hotel to finalize presentation room arrangements and menus
Information that appears on Zoho forms pertaining to Conference
Preconference survey
Would you be interested in attending a Preconference on Sunday about ------ Yes
Comments
Room Assignment Survey: a list of presenters and people have to check if the three they are most interested in attending.
Conference Evaluation
People are asked to rate as Excellent, Good, Average, Fair, Poor
Each presenter, Administrator’s Breakfast presentation, Morning Keynote, Afternoon Keynote,Overall conference
Each item has a text box for comments Conference Registration Today’s date
Preferred e-mail
Preferred Phone
Last name, first name
School/Org name
School/Org street
School/Org town or city
School/Org state
School/Org zip
Position: Full time or part time
School type Public or private
Grade level
Library type School Public Academic Special
Library Region: ED Connection, CREC, EASTCONN, CES, ACES, Learn
Check other professional memberships: NESLA,AASL, CECA, CLA
Are you willing to share your expertise as a mentor Yes No
Are you looking for a mentor Yes No
Lunch Selection Turkey Breast, Roast Beef, Grilled Veggie
Comment if you require ASL Interpreter or other special need
Total Payment in dollars
Does your payment include Preconference
Does your payment include Administrator’s Breakfast
Does your payment include membership dues
Check number
Purchase order number
Date paid
Presenter Application
Summer Contact Phone
Summer Contact email
Preferred phone
School/Business email
Preferred email
First Name, Last Name
Your position/title
Summer Contact Street
Summer Contact Town/City
Summer Contact State
Summer Contact Zip
School/Business Name
School/Business Street
School/Business Town/City
School/Business State
School/Business Zip
Presentation Title
Audience Level: Beginner, Intermediate, Advanced
Grade Level
Internet Connection Required
Allow video recording
Allow audio recording
CT Information and Technology Literacy Standard 1-7
AASL Standard 1-4
Presentation Abstract less than 150 words in a text box
Memorandum of Understanding To: [Name of Presenter] From: [Name of CASL Contact, Position] CC: [Insert Name of Conference Chair, Conference Chair] Date: April 28, 2010 Re: 2010 CASL Conference Presentation
This memorandum serves as our contract with you for two presentations at the 2010 Connecticut Association of School Librarians (CASL) Conference on [Insert Date]. The two one-hour presentations include:
n[Insert Title of Presentation] n[Insert Title of Presentation]
CASL will compensate you for the following: nFee—[Insert Amount of Fee] (one day) nTravel expenses including air fare, hotel and land transportation
You will provide us with an original of your handout(s), which CASL will post on our website.
I will continue to communicate with you via email to finalize the topics for your presentations.
You have (have not) given us permission to videotape (or make a sound recording) of your sessions for posting on our website.
Please forward your contact information to me at your earliest convenience. I will then forward this information to our Hospitality Chair, [Insert Name of Hospitality Chair] who will contact you regarding the specifics of your visit.
We look forward to your presentations and hope that you enjoy your stay in Connecticut!
Here are some Conference procedures and templates. They are available as Word documents on the CASL website.
Conference planning time line procedure
Room assignment survey—zoho form
Confirm all travel, room needs with presenters
Hospitality should submit a master room list
Order registration materials (folder, pens, pencils, paper pads, name badges and gifts for non-paid presenters)
Treasurer to sign credit card authorization form Call in Food counts 2 weeks prior to the event Add 30-40 for walk in
Order Vendor box lunches
Make sure the Fall conference is all set
Take photographs for post conference publicity in CASLgram and on web site
At the conference, ask vendors to schedule the next year conference
Have attendees complete online zoho form conference evaluation—a more abbreviated one for CEUs
Financial report as complete as it can be
Review past conference report and discuss recommendations
Verify location and date--Sunday pre-conference, Monday Conference Contact Brainstorm proposed big name speakers
Set future meeting dates for conference committee if meeting during Board meetings is not sufficient time
Announce date and theme in CASLgram , on the web site and in a bulk e-mail
Ask for volunteers to take responsibility for a task
Registrars
Hospitality—signs Pencils and pads will be included in registration packet, gifts for non-paid presenters
Interactive evaluation form—on Zoho
Book sales—
Authors—
Place information on the web site with date, theme, place
Call for presenters in in CASLgram , on the web site and in a bulk e-mail Ask K-12 Library Media Coordinators to ask their departments to submit proposals –Ask people to complete Zoho form Presenter Application
Notify CECA and NESLA and other New England state associations about the conference date—notify at midwinter
Create a master presenter list
Continue to organize the program
Finalize presenters by March
Discuss registration fees: Early bird registration up to Sept 29 is Pre conference and conference for $200, Students and retirees receive a 20% discount. Nonmembers will pay more.
Membership will not be part of registration fee but people can include membership dues with registration
Decide on gifts for non-paid presenters
Find out what rooms are available and how many people each room will hold
Room survey--Zoho form: Here is a list of proposed presenters/topics--what session do you think you might attend? Then schedule most popular in the largest room
Letter to possible sponsors of administrative breakfast, ice-cream social, continental breakfast
Send vendor packet to be returned by April 30
Edit interactive registration form on Zoho and place on web site
Finalize presenters: Send letters inviting presenters and rejecting presenters
Start putting information on the website including FAQs
Create and post on web site Preliminary Conference brochure
Meet at hotel to finalize presentation room arrangements and menus
Information that appears on Zoho forms pertaining to Conference
Preconference survey
Would you be interested in attending a Preconference on Sunday about ------ YesComments
Room Assignment Survey: a list of presenters and people have to check if the three they are most interested in attending.
Conference Evaluation
People are asked to rate as Excellent, Good, Average, Fair, PoorEach presenter, Administrator’s Breakfast presentation, Morning Keynote, Afternoon Keynote,Overall conference
Each item has a text box for comments
Conference Registration
Today’s date
Preferred e-mail
Preferred Phone
Last name, first name
School/Org name
School/Org street
School/Org town or city
School/Org state
School/Org zip
Position: Full time or part time
School type Public or private
Grade level
Library type School Public Academic Special
Library Region: ED Connection, CREC, EASTCONN, CES, ACES, Learn
Check other professional memberships: NESLA,AASL, CECA, CLA
Are you willing to share your expertise as a mentor Yes No
Are you looking for a mentor Yes No
Lunch Selection Turkey Breast, Roast Beef, Grilled Veggie
Comment if you require ASL Interpreter or other special need
Total Payment in dollars
Does your payment include Preconference
Does your payment include Administrator’s Breakfast
Does your payment include membership dues
Check number
Purchase order number
Date paid
Presenter Application
Summer Contact PhoneSummer Contact email
Preferred phone
School/Business email
Preferred email
First Name, Last Name
Your position/title
Summer Contact Street
Summer Contact Town/City
Summer Contact State
Summer Contact Zip
School/Business Name
School/Business Street
School/Business Town/City
School/Business State
School/Business Zip
Presentation Title
Audience Level: Beginner, Intermediate, Advanced
Grade Level
Internet Connection Required
Allow video recording
Allow audio recording
CT Information and Technology Literacy Standard 1-7
AASL Standard 1-4
Presentation Abstract less than 150 words in a text box
Memorandum of Understanding
To: [Name of Presenter]
From: [Name of CASL Contact, Position]
CC: [Insert Name of Conference Chair, Conference Chair]
Date: April 28, 2010
Re: 2010 CASL Conference Presentation
This memorandum serves as our contract with you for two presentations at the 2010 Connecticut Association of School Librarians (CASL) Conference on [Insert Date]. The two one-hour presentations include:n [Insert Title of Presentation]
n [Insert Title of Presentation]
CASL will compensate you for the following:
n Fee—[Insert Amount of Fee] (one day)
n Travel expenses including air fare, hotel and land transportation
You will provide us with an original of your handout(s), which CASL will post on our website.
I will continue to communicate with you via email to finalize the topics for your presentations.
You have (have not) given us permission to videotape (or make a sound recording) of your sessions for posting on our website.
Please forward your contact information to me at your earliest convenience. I will then forward this information to our Hospitality Chair, [Insert Name of Hospitality Chair] who will contact you regarding the specifics of your visit.
We look forward to your presentations and hope that you enjoy your stay in Connecticut!